City provided services include piped water, electric, refuse collection, landfill, public safety office, volunteer fire, dock, airport (state contract), roads, community hall, youth center, Alaska Rural Communications Service (ARCS) television broadcast support, library, boat haul-out, pet registration, driver licenses, and voter registration. The City also owns and maintains the buildings housing the post office, library, and clinic. Construction of a small boat harbor and fish processor are nearly complete.
Water is derived from a nearby spring and reservoir and is treated and stored in two 60,000-gallon tanks. Most homes are connected to the piped water system. Almost 80% of the homes are fully plumbed. Most residents have individual septic tanks, however many are experiencing leachfield failure. While not currently operating, wastewater from seafood processing flows directly into an outfall line. A community-wide septic system is designed and funding for construction is being sought.

RUBA Status & Activities This Qtr:

RUBA staff has had limited contact with this community. An on-site visit is scheduled for next quarter.

RUBA Activities for the Coming Qtr:

RUBA staff will continue to offer assistance with sustainable indicators, as well as any other local government issues. A trip to the community is expected to occur sometime in the next quarter to introduce new RUBA staff and to review RUBA assessment indicators.

Scores:

Essential Indicators:

27 of
27

Sustainable Indicators:

24 of
27

Total Score:

51 of
54

Finances

Essential Indicators

Answer

Question

Yes

All revenues and expenses for the utility are listed in the utility budget.

Yes

The utility has adopted a balanced realistic budget.

Yes

Monthly financial reports are prepared and submitted to the policy making board.

Yes

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

Yes

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

A budget for FY08 was adopted July 28, 2007. A small anticipated deficit will be absorbed with savings, which are adequate to also cover most unexpected emergency expenses. The Clerk produces a QuickBooks Profit and Loss Budget vs. Actual Report for use by the Council members each month. Copies of current bank statements showing account activity and balances for the City's checking and savings accounts are also provided regularly to council members. A budget amendment is being prepared for presentation to the council in January 2008.

Accounting Systems

Essential Indicators

Answer

Question

Yes

The utility has adopted a collection policy and actively follows it.

Yes

The utility bills customers on a regular basis.

Yes

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

All essential accounting systems are in place using QuickBooks Pro accounting software. The utility continues to actively enforce the collection policy with success. The utility bills monthly and all customer service charges are combined on one invoice to avoid confusion.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

Yes

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

The City remains current with IRS and Department of Labor payroll reports and deposits.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

No

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

Yes

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

The City carries workers' compensation insurance with AML/JIA and has received the Gold Pan award for an excellent safety record. Insurance is current for the period July 1, 2007 through July 1, 2008. Personnel folders for all employees are in place, however not all contain a letter of acceptance.

Organizational Management

Essential Indicators

Answer

Question

Yes

The entity that owns the utility is known; the entity that will operate the utility is set.

Yes

The policy making body is active in policy making of the utility.

Yes

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

Yes

The utility has an adequately trained operator or operators.

Yes

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

Yes

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The local governing body is very active in amending, adopting, and enforcing utility policy. They meet as required and the meetings are noticed properly. The utility operator, bookkeeper, and manager are all qualified individuals. Remote Maintenance Worker (RMW) Doug Abbas travels to the community to provide on-site operator training as the community has cut all travel and training due to budget constraints.

Operation of Utility

Essential Indicators

Answer

Question

Yes

The utility operator(s) are actively working towards necessary certification.

Yes

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

Yes

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

No

The utility has a safety manual and holds safety meetings.

Yes

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

Yes

The utility is operating at the level of service that was proposed.

Yes

The operator provides status reports to the manager on a routine basis.

Yes

The utility has completed and distributed its "Consumer Confidence Report".

No

The utility is not on the "Significant Non-Complier" (SNC) list.

Yes

The utility maintains an inventory control list.

Yes

The utility maintains a critical spare parts list.

Operation of Utility Comments

The City has two utility operators; one is a long-term employee, and the other was recently hired and moved to the community. The regional RMW makes frequent trips to the area and assists operators that are working to become certified. The utility operator presents a monthly report verbally or written at each council meeting.